Effective Date: July 2014

Responsible Officer: Executive Vice President for Finance, Treasurer & COO

PURPOSE

This policy provides guidelines for the distribution of cell phone and electronic devices funded by Drexel University, as well as stipends for the business use of personal cell phones, electronic devices, and internet services.

APPLICABILITY

This policy applies to all Faculty Members and Professional Staff Members at the University, excluding members affiliated with a collective bargaining unit.

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Procurement Services.

ADMINISTRATIVE OVERSIGHT

The Executive Vice President for Finance, Treasurer & COO is the Drexel University official responsible for the administration of this policy.

POLICY

In an effort to promote the proper stewardship of University funds, only Faculty Members and Professional Staff Members who are deemed to be Critical Personnel and, thus, are required to maintain key operations in the functioning of the University will be given a Drexel-funded cellular phone or electronic device. Faculty Members and Professional Staff Members who are not deemed to be Critical Personnel may be eligible for a stipend to supplement the cost of the device plan. Additionally, Drexel University will not give any Faculty or Professional Staff Member reimbursement for home internet usage.

DEFINITIONS

Professional Staff Member is defined as an individual employed in any non-faculty category by Drexel University, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

Faculty Member is defined as an individual employed by Drexel University in a tenured, tenure-track, non-tenured track or adjunct position who teaches at any college, school, center or institute in the University. A Faculty Member also is deemed to be exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

Critical Personnel is defined as Faculty or Professional Staff Members indicated by the Division Head to be a primary point of contact, continuously on-call, to address vital matters pertaining to University actions. The indication of Critical Personnel may only be determined by the Division Head.

Division Head is defined as the highest ranking administrator in a College/School or Administrative Division within the University (e.g. Senior Vice President, or Dean,).

PROCEDURES

Effective July 1, 2014, only Critical Personnel will be issued a Drexel-funded cellular or electronic device plan, including, but not limited to, phones, tablets, data cards, or network access devices. Justification and approval from the Division Head is required in order for a Faculty Member or Professional Staff Member to receive a Drexel-funded cellular or electronic device plan. This request must be submitted to Procurement Services by completing the Cell Phone Stipend Request Form [PDF].

Faculty and Professional Staff Members who are not considered to be Critical Personnel but who must use their personal device for business purposes may be eligible for a stipend to offset the cost of their personal device. The stipend amount is dependent on the amount of time the Faculty or Professional Staff Member is required to use their personal device for business purposes.

Faculty Members and Professional Staff Members who either receive a Drexel-funded cellular or electronic device or receive a stipend to supplement the cost of their device will be required to adhere to other University policies, including, but not limited to, Litigation Discovery and Access to University Information and University Resources Policy (OGC-7) and Drexel IT policies, including, but not limited to, End-User Device and Information Policy (IT-8) and Security of Information and Networked Systems (IT-4), which concern preservation of electronically stored information relating to Drexel's business and provide University data equipment usage requirements and mandatory security settings for all devices used to conduct University business.

In addition to limiting cellular devices to Critical Personnel, it is understood that certain third party funded projects (i.e.: Grants/Contracts) will require the use of wireless services in fulfilling contractual obligations. In these limited instances, a wireless device may be issued under a University plan, following the procedures above, to be used strictly to meet those contractual obligations and cannot be converted to a University funded plan once third party funding ends.

Division Heads will complete an annual renewal in July of each year to ensure that the issuance of Drexel-funded devices and stipends are still necessary. In addition, Internal Audit will conduct periodic reviews to ensure policy compliance.